Most organisations already pay for Microsoft 365. Word. Excel. Outlook. Teams. OneDrive. SharePoint.
And yet, in many businesses, only a small fraction of that capability is being used.
Not because people aren’t capable, or because Microsoft 365 is “too complicated” - because no one ever shows users what’s possible, or how it fits into the way they actually work.
The 20% problem
In most workplaces, Microsoft 365 is used for emails, basic documents and spreadsheets, file storage and online meetings - and that’s about it.
This is the visible 20% - the part everyone figures out just by necessity, to get the job done. But what about the other 80%? Tools such as automation, allowing employees to focus time and energy into resolving the bigger issues. Collaboration workflows that pass information to the right people at the right time. Version control to keep that all important audit trail.
It’s all sitting there at your fingertips…and in a lot of cases, it’s quietly unused.
Why this happens
This isn’t a skills issue. From those we work with, and people we talk to, we often hear: “We’re not technical people”, “everyone just muddles through” and “we’ll look at training when we have time”. The reality is simpler: most people were never shown better ways of working.
When organisations go through a digital transformation process, Microsoft Office 365 is usually the technology that’s introduced. Software is upgraded, files are transferred and new accounts created – but this is just a case of the tech being switched on. What helps business really reach digital transformation is implementation – training, process design and room to explore new ways of working.
For most people, moving to a new technology will lead them to:
- Copy old habits into new tools
- Use Teams like email
- Store files wherever it feels safest
- Avoid features they don’t immediately understand
None of this is laziness. It’s human nature - especially when we’re too busy doing the day to day to explore what a different way of doing things could be like.
The hidden cost of underuse
Using only 20% of Microsoft 365 doesn’t usually cause dramatic failures, it just contributes to slow, silent inefficiency.
Whether that’s time lost searching for files, many duplicate documents or manual processes that could be automated, these small inefficiencies add up - every day, across every team. The cost isn’t obvious on a spreadsheet, but it can show up as frustration, frequent use of workarounds, and busy days with little progress.
Unlocking the other 80% isn’t about learning everything
Here’s the good news.
Unlocking more value from Microsoft 365 does not mean: learning every feature or becoming a technical expert. It doesn’t mean you have to change everything overnight either - it’s about incremental improvements. One time saving feature that actually sticks, one process made simpler, and one better habit at a time. Empowering employees with confidence to use the tools in Office 365 can make a massive difference to productivity and your bottom line.
What successful organisations do differently
Teams that get real value from Microsoft 365 tend to:
- Use tools intentionally, not accidentally
- Agree simple standards (file storage, naming, collaboration)
- Focus on how people work, not just what buttons to click
- Treat training as ongoing support, not a one‑off event
They don’t try to use everything that’s available - they use the right things for their business well.
Technology should remove effort, not add to i
t
When Microsoft 365 is working properly, productivity happens almost invisibly. Collaboration is natural, files are where you expect them to be, and people stop feeling like they’re fighting against clunky tech systems.
The best technology doesn’t draw attention to itself; it quietly gets out of the way, working in the background to do what you need, when you need it.
If your organisation already pays for Microsoft 365, the question isn’t: “Should we invest in better tools?” it’s: “Are we getting the value we’re already paying for?”
Unlocking the other 80% doesn’t start with software - it starts with understanding how people work and helping them work better.
If you think your organisation might benefit from supportive training to get the most out of Microsoft Office, drop us a message or give us a call. We’d love to help you work smarter, not harder!